What I Learned from My First AICPA Event: The 4 Operational Gaps Holding CPA Firms Back
Updated 20th June 2025 | 6 min read Published 20th June 2025

Last week marked my first attendance at an AICPA event, and while I’ve worked in accounting for years, this conference opened my eyes in a new way.
From conversations about paper-based processes that refuse to die, to breakout sessions exploring AI and automation, it was clear: the accounting profession is straddling decades of operational maturity.
This juxtaposition between tradition and transformation was echoed in our latest survey of AICPA attendees, which examined five core areas of operational efficiency. The findings confirmed what I heard on the show floor: accounting firms are stuck in a transition phase, investing in modern tools, but still struggling to fully modernize their operations.
Here’s what we learned, and why it matters.
A Snapshot of CPA Firm Operational Maturity
The results revealed a profession in transition, with the majority of firms (45.1%) operating in a transitional state of operational maturity across all measured categories. Interestingly, only 31.2% of firms have achieved optimal efficiency, while 23.7% continue to face significant operational challenges.
Five Operational Areas We surveyed and their Maturity Levels
1. System Complexity: This represents the strongest area for CPA firms, with nearly half (48.2%) maintaining an optimized environment using just one to two integrated systems. Only a small minority (7.1%) struggle with overly complex technology environments involving six or more systems or manual workarounds.
2. Document Management: This area presents a significant transitional challenge, with more than half (53.2%) of firms reporting mixed approaches during tax season. Equal proportions of firms (23.4% each) report either fully optimized document management or entirely manual, time-consuming processes.
3. Tax Automation: While 40.4% of firms have implemented proactive, technology-supported tax planning processes, 27.7% still rely primarily on reactive tax preparation with ad hoc planning.
4. Administrative Burden: Administrative time remains heavily concentrated on document preparation, approval processes, and deadline management for nearly half of the surveyed firms (49.1%).
5. Data Capture Efficiency: This represents the area with the most significant efficiency challenges, with a third of firms (33.3%) spending more than 5 hours weekly organizing and categorizing client source documents. Only 20.8% of firms have optimized this process to require less than 2 hours of work per week.
The Technology Integration Gap
Perhaps the most revealing finding from our analysis is what I refer to as the "technology integration gap".
Despite strong system architecture adoption (48.2% optimized), the implementation of automated processes lags significantly in document management (23.4% optimized) and data capture (20.8% optimized).
This pattern suggests that firms have acquired technology but haven't fully leveraged its capabilities to transform their operations.
As one CPA firm owner explained to me during the conference, "We've invested in the tools, but we're still figuring out how to use them to their full potential".
Four Key Challenges Holding Firms Back
Based on our conversations and survey data, we have identified four primary challenges facing CPA’s in 2025:
1. Document Management and Workflow Inefficiencies
The antiquated, paper-based workflow that still dominates many accounting processes results in payment flows that are slow, error-prone, less secure, and costly for businesses.
According to recent studies, 55% of companies lose 4-5% of their revenue each month due to payment inefficiencies, and 89% experience lost opportunity costs resulting from time spent addressing accounts receivable challenges.
2. Manual Administrative Processes
Legacy workflows require manual input at every stage of the accounts receivable process—from opening an envelope and logging a receipt to getting approvals, cashing checks, and ensuring proper accounting and compliance. This repetitive employee engagement significantly slows down payment flows, increases the likelihood of errors, and proves more expensive for businesses.
3. System Complexity and Integration Challenges
Many firms deal with multiple accounting and reconciliation systems to process a single transaction flow. According to APQC survey data, inefficient processing of receivables requires nearly 2.5 times as many full-time equivalent resources as top-performing organizations for the same dollar volume.
4. Data Capture and Organization
A third of firms spend more than 5 hours weekly organizing and categorizing client source documents. This time-intensive process represents a significant drain on productivity, preventing professionals from focusing on higher-value advisory services.
So, where do we go from here?
The Path Forward: Modernizing for the Decade Ahead
Here’s my take, based on what I’ve seen work at high-performing firms:
1. Implement End-to-End Digital Workflow Solutions
The ideal solution should automate the accounts receivable process from invoice creation to delivery, receipt of funds, and synchronization back to ERP systems. Look for technologies that provide:
- Digital document workflows that eliminate paper-based processes
- Client portals for secure document sharing and approvals
- Automated notification systems for deadlines and approvals
- Real-time status updates of financial inflows and outflows
2. Deploy Intelligent Automation for Administrative Tasks
Organizations that automatically generate most of their invoices report processing almost twice as many invoices per full-time employee compared to those that don't. Effective solutions should include:
- Automated direct debit capabilities to achieve faster collections
- Template-based processes for recurring tasks and documents
- Smart routing and approval workflows to reduce manual handoffs
- AI-assisted document categorization to streamline the organization
3. Simplify System Architecture with Unified Platforms
Instead of relying on disparate technology systems that weren't built to work together, seek solutions that:
- Centralize data across applications to eliminate silos
- Provide native integrations with core accounting and practice management software
- Offer open APIs for custom integration needs
- Synchronize customer transactions while leveraging existing IT infrastructure
4. Automate Data Capture and Organization
To address the significant time spent on document organization, implement solutions that:
- Automatically capture and categorize documents from multiple sources
- Extract key data points without manual entry
- Integrate directly with tax preparation software
- Provide intelligent search capabilities for rapid document retrieval
The path to optimized operations requires more than just technology acquisition, it demands strategic planning and implementation. Adding another piece of technology won’t make you automatically more efficient.
When evaluating potential solutions, consider these key factors:
- Focus on integration capabilities rather than standalone features
- Prioritize user experience for both staff and clients
- Ensure robust security and compliance features
- Look for scalable solutions that grow with your firm
- Consider implementation support and training resources
Ready to Leave an Era of Inefficiency Behind?
The firms leading the next decade of account aren’t waiting for “someday.” They’re acting now, and it all starts with a clear, honest assessment of where you stand today.
As someone stepping into my first AICPA event, I left inspired by the innovation happening across the profession, and motivated by the stories of firms still trying to connect the dots between where they are and where they want to be.
The survey data clearly shows that firms making strategic investments in integrated technology solutions are achieving significant advantages in efficiency, client service, and profitability.
If you’re feeling those tensions, whether with document management, administrative burden, system complexity, or data capture efficiency, you’re not alone. The good news? You don’t have it to figure it out alone either.
Let’s explore what’s possible for your firm, together.
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